Why do you need professional records management?
In a word, SECURITY.
In the Information Age we live in, privacy and security are tremendous concerns. During the normal course of business, a huge amount of sensitive and confidential information is collected.
Several new laws were recently enacted regarding the protection and handling of customer and patient information. All personal information, whether it is information on employees or customers, is subject to government regulations. The security involved in managing that information is a tradeoff between managing risks and costs. No company can afford the steep fines associated with non-compliance with international, federal and state regulations. And no company or organization wants to jeopardize their market value by allowing information to fall into the wrong hands.
The following regulations drive home the need for using a fulfillment provider dedicated to the secure protection of your business information.
Legal. Lawyers and other members of the legal profession must insure that their records are kept secure and confidential. Due to the sensitive nature of legal documents, it is imperative that lawyersmaintain compliancein storing, recovering and destruction of records.
Health Insurance portability and Accountability act of 1996 ("HIPAA") - The Final Privacy Rule: This Rule limits the use and disclosure of individually identifiable health information relating to the physical or mental health of individuals. Other exclusions and restrictions apply.
Gramm-Leach-Bliley (GL B) Act: This Act requires financial institutions to take steps to ensure the privacy and confidentiality of their cusomters' nonpublic information. Identifiable information, such as social security numbers, passwords, access codes, credit cards, ATM cards, individual assets, credit reports, and account numbers or other such similar financial information. The federal government has issued this act to reduce "identity theft" and negligent disclosure of sensitive personal information.
Securities Exchange Commission (SEC) - Regulation S-P: This Act applies to broker-dealers, funds, registered advisors and those who deal with variable annuity or variable life insurace. The purpose is ot bring the businesses regulated by the SEC into compliance with privacy concepts.
Safe Harbor Privacy Principles: In 1998, the European Union's wide-sweeping privacy legislation - the European Union Data Protection Directive - because effective. This Directive places new requirements on businesses that collect, process or transfer personal data from an EU Member State to a non-EU Member State. Currently, the transfer of personal information from an EU Member State to a non-EU Member State is forbidden. To avoid potential disruptions in trade between the US and the EU, the U.S. Department of Commerce, in consultation with the European Commission and the industry, developed the safe harbor framework as one means by which companies can qualify to provide an "adequate level of protection" for such EU personal data.
Although the definition of "personal data" is broad, it includes the following types of information:
Other sensitive data, including racial or ethnic origin, religious beliefs, health and sexual preferences are also subject to restrictions.
So, what kind of companies need Secure Records Management?
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Finance: 401K and retirement benefits, banks, investment companies, securities firms and mortgage companies all gather a lot of personal and confidential information that is legally required to be correctly handled. Financial service providers cannot risk the exposure generated by unprofessional or careless handling and fulfillment of documents.
- Health Care: Hospitals, doctors' offices, insurance companies and medical groups are fast feeling the pressure to become HIPAA compliant. From an ethical and legal perspective, these businesses must safeguard the confidential and sensitive information they collect.
- High-Tech: Technology seems to move at the speed of light. It creates more change than any other industry. Protecting this information can make the difference of success or failure.
- Other Businesses: Any type of business, including universities, employment agencies, payroll processors, accounting firms, etc., must ethically and legally remain compliant in protecting the privacy of their customers.
How Can Stevens Records Management Help?
Physical Safeguards to Ensure Security:
It is critical that the "chain of custody" be controlled from the time information leaves your secure location to the eventual secure storage and/or destruction of the source information. You can trust Stevens Records Management to provide secure services every step of the way.
- Secure, alarmed facilities
- Screened personnel
- Employees wear ID Badges
- Strict adherence to policies and procedures
- Clean, reliable trucks and drivers
- Bar coding allows standardized and reliable record retention
- Secure information destruction program
Stevens Records Management is a division of Stevens Worldwide Van Lines, a tradition of excellence for 99 years. 
We have everything you need to pack your records neatly and securely. 
